Estimating Administrator
Chicago, IL 
Posted 4 months ago
Position No Longer Available
Position No Longer Available
Job Description
The estimating administrator will be responsible for managing and coordinating all project and vendor information during the bidding/precon process, as well as assist in coordinating estimating activity. The estimating administrator will have responsibility on project pursuits which have MBE, WBE and/or DBE requirements to ensure that calls and communications are tracked and information is collected and organized to meet designated goals in preparation for proposals, or when submitting Good Faith Efforts as allowed/required for projects. The estimating administrator reports to the estimating manager.

As estimating administrator you will:
  • Receive project bid document information from the owner, client and or design team. This information is typically downloaded.
  • Create a project estimate number and establish a network estimate folder for the project team.
  • After downloading project documents, organize these documents per department standards. As revisions or bulletins are issued, maintain revision file organization and maintain a current documents file for the department’s use.
  • Assist the estimating team with creating, issuing and maintaining invitations to bid (ITB) in iSQFT. 
  • Assist the department in organizing and maintaining the vendor ITB database.
  • Assist in the prequalification process of vendors in the vendor database working with the estimating department and the vendor prequalification manager. 
  • Assist the estimating department with issuing addenda bid information to vendors.
  • Perform all digital and printed format file needs for the estimating department.
  • Perform printed format printing for other departments and field operations. Coordinate the outsourcing of this work, if required, by outsourcing this printing work to outside vendors. Ensure that outside vendors provide timely and accurate delivery of these outsourced printing requests to McHugh team members.
  • Assist the estimating department to review, understand, and communicate project bid package/bid form information provided by the owner and project requirements with Estimating Team and subs.
  • Attend Estimating kick-off meetings to understand project goals, involved parties, etc.
  • Review all relevant forms from bid package, obtain required signatures, and coordinate a plan for completing as part of bid submission.
  • Coordinate/confirm distribution of documents to subcontractors/assist agencies through ISqFt and other communication means.
  • Assist with follow-up phone calls to subcontractors to ensure they have received documents/project info and that they will be bidding.
  • Coordinate posting of projects to the McHugh website and placing public ads/notifications where required.
  • Communicate/follow-up with the Estimating Lead/Team to ensure that paperwork is in order and that we are on track for project requirements.
  • Assist Estimating Team on bid day, fill in forms as required for submission, and put together Good Faith Effort documentation when GFE’s are required.
  • Download and review current certified entity lists from assorted government agencies and ensure that ISqFt information is up to date, including:
    • Firm is in the JMCC private directory on ISqFt and that only one entity exists for that firm.
    • Company contact information and primary contact(s) are properly included.
    • Trade codes for work they are certified to perform match the contact/company info in ISqFt.
    • Current certification letters are available and attached to the company profile in ISqFt.
    • Contacts are added to the appropriate JMCC ISqFt contact list.
  • Attend/assist in facilitating subcontractor outreach at pre-bid events or other networking events hosted by government/assist agencies, etc.
  • Assist Prequalification Coordinator in facilitating qualification of M/W/DBE subs.
  • Coordinate setup and issuance of project documents through the Estimating Bid Management software.  Assist with follow-up communications to subcontractors.
  • Work on other administrative tasks in support of the Building Estimating Group.
To be successful in this position, you will:
  • Bachelor’s degree or 3-5 plus years administrative/coordinator experience within the construction industry.
  • Good communication and interpersonal skills (tact, diplomacy, influence, etc.).
  • Ability to stay organized and meet deadlines in a fast-paced changing environment.
  • Strong computer skills including Microsoft Office Suite (Word, Excel, PowerPoint).

James McHugh Construction Co. is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.

EOE of Minorities/Females/Vets/Disability


Position No Longer Available
Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
3 to 5 years
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